Position Overview:Based in Toronto, the Executive Assistant is a foundational member of the team. This role supports 3 executives (one in Montreal, two in NYC), with the workload split equally across all three. The role will also provide ad hoc support to two additional members of the Portage venture investment team. Working closely with the principals, this person will drive coordination across schedules, meetings, travel, projects, events, and CRM reporting, while also serving as a key partner across broader team workstreams as the function expands.
Compensation range: CAD$80,000 to CAD$115,000Responsibilities:- Manage daily operations for 3 executives in North America and their teams, including complex calendar management, scheduling internal and external meetings across time zones, and coordinating with EAs as needed
- Act as a gatekeeper and key point of contact for the executive(s), liaising with vendors, clients, colleagues, and other stakeholders; respond to emails and requests, prioritizing and delegating as appropriate
- Oversee all aspects of domestic and international travel, and prepare, review, and submit expense reports in Concur.
- Organize conference attendance for executive(s), including registration, travel, materials, and promotional items, and help organize and support team events
- Work alongside the Office Coordinator on in-office logistics (meetings, catering, conference rooms, printing) and serve as the primary backup during their absences, assuming full responsibility for office operations and on-site coordination
- Utilize Affinity and DealCloud to research contacts and companies, update records, and log notes and meetings
- Utilize AI and productivity tools to enhance workflow efficiency.
- Provide ad hoc support to the broader team and EA team, including scheduling, logistics, meeting notes, proofreading, and follow-ups from weekly team meetings
- Demonstrated ability to support multiple executives across geographies.
- Proficiency with Affinity and Concur is considered an asset.
- Familiarity with AI and productivity tools.
- Ability to work three days in the office.
Qualifications:- 3 to 5 years of experience in an administrative, executive support, or team coordination role. Experience in VC/financial services is considered an asset.
- Strong organizational and time management skills with the ability to manage multiple priorities and deadlines
- Excellent attention to detail and the ability to handle sensitive and confidential information with discretion
- Strong written and verbal communication skills
- Proficiency with Google Suite and virtual meeting platforms such as Zoom or Microsoft Teams
- Ability to work collaboratively across teams and support multiple stakeholders
- Proactive, resourceful, and able to operate effectively in a dynamic and fast-paced environment
